Convention planning starts long before the first guest arrives. There are many ways to execute a convention, but for Organized Play there are unique considerations. This section of the handbook provides guidance for both planning at another organization’s convention (such as PaizoCon) and where you are responsible for the entire convention.
4.1. Planning for a Convention where your lodge is participating
Paizo Organized Play supports gaming at many conventions globally. These conventions can be any size and in any country. Local conventions typically occur within a geographic region or as part of the Online region. Many conventions are taking on a blended format, which includes intricacies not present when planning for a “standard” offering of either in-person or online. Online and blended conventions offer a way to help make table minimums for tiers and qualifying for specials, and they open up convention participation to people who, for whatever reason, are not normally able to attend an in-person convention.
Conventions are also categorized by tiers, which affect how much event support the event receives from Organized Play. For specific questions on the amount of support a given convention tier will receive, reach out to the Organized Play Coordinator directly.
4.1.1. Table Counts and Tiers
| Table Count | Tier |
| <15 | None* |
| 15-24 | Tier 5 |
| 25-39 | Tier 4 |
| 40-59 | Tier 3 |
| 60-74 | Tier 2 |
| 75+ | Tier 1 |
- can be a Regional Support Program (RSP) event, talk to your RVC
4.1.2. Planning
A few months ahead of the convention, you will want to both create your event on the Paizo website and start coming up with which scenarios you wish to offer at the convention. Refer to the Convention Info for organizers document in the important-links channel of the VO Discord Server to see what scenarios are coming up if you intend to offer relatively new releases. If you are going to offer Interactive Specials, be sure to review the Rules for Running Specials and download the appropriate Interactive Presentations (both found in the important-links channel of the VO Discord Server). It may be advisable to speak with the other VOs in your area and your potential Game Master (GM) pool to get feedback and requests on the scenarios you plan to offer.
You’ll also want to find out about the space where you will be situated - the size, the layout, the number of tables - as well as the time slots the convention intends to offer gaming and determine from there the amount of HQ staff you will need, as well as the final amount of slots you will need to schedule for games; this will tell you how many GMs you will need. Be sure to adhere to any deadlines given by the convention organizers when it comes to turning in your schedule.
When you have a strong idea of the tables you’ll have, submit the Event Support Request Form (found in the important-links channel of the VO Discord Server); this should be done no later than 4 weeks out from the convention.
At a minimum of 3 weeks before the convention, submit the Scenario Request Form (found in the important-links channel of the VO Discord Server) so your GMs can have the scenarios they will be running put on their accounts. It is also permissible to submit Scenario Request Forms as additional volunteers sign up, however, if the volunteer signs up with less than a week until the event occurs, they will probably not receive the scenario drop. In that event, per OP policy, a VO can either print or electronically send a single copy of a scenario to a GM, but this copy must either be returned to the VO or destroyed after use.
You will likely also want to request new player IDs at this point. If you believe you will need 10 or fewer, you can request them via the Paizo website directly. If you need more than 10, send an email to organizedplay at paizo.com to make the request (the website currently shows an outdated email address to use to make this request - ignore this and use the one provided here). These cards should be printed out (for physical conventions) or electronically stored (for online or blended conventions) and kept at HQ to give out to new players as they are given sign-in instructions once the players are identified as new. You may also want to give a few to table GMs in case a new player somehow bypasses HQ.
Determine how many volunteers to help set up the game space and HQ. The setup may occur in the days before the convention, or it may occur on opening day before the first player arrives at a table.
Be sure to include reporting in your planning. You will need to decide if you will be responsible for all reporting or if you will enlist the aid of others.
4.1.3. Sharing the Schedule
Many conventions choose to share the schedule in stages. When outlining a large convention’s events, organizers often use a tool like a spreadsheet to keep things organized. It helps to share the schedule and get feedback from staff. When the staff agrees, you can then optionally share it with potential GMs in the community (often, the VO corps). Some conventions have their own web presences and sign-up workflows; if yours does not, it helps to think about what online tools can be used to the convention’s advantage. Remember that Organized Play has a partnership with Warhorn, so it may be a good idea to utilize Warhorn for your scheduling and GM/Player sign-ups, but it is not required.
4.1.4. Convention HQ Staff
Staff positions assist GMs and players during the convention. In your sign-up of volunteers, be sure to request volunteers for and allocate these positions, as having to be both a GM and an HQ staff simultaneously can be a distraction or worse.
At large events, a headquarters table with chairs can be set up away from traffic lanes. At large shows, you might even put it on a riser to help manage the room better. Place sign-up sheets with every table listing in an area where people can congregate. You may also want to consider using an electronic sign-in sheet and/or chronicle sheet generator. This will allow the players to sign in using any electronic device connected to the Internet to both sign in and to receive their chronicle. If you plan to use an electronic sign-in sheet, make sure your HQ staff knows where to direct players to sign in while mustering before your session.
As the organizer for your convention, you can create or tailor an existing set of duties for your HQ staff and make sure these duties are given in advance and posted at their location. Also, it is a good idea to make sure your HQ Staff is aware that they will be awarded Achievement Points for volunteering, and that they will need to decide whether they want Pathfinder 2E or Starfinder Achievement points. HQ Staff may also request Pathfinder 1E boons if they wish. Though discussed in the Reporting section, it is important to note that only VCs and RVCs can award Achievement Points directly to volunteers outside of actual game reporting. HQ Volunteers should be rewarded the same amount of Achievement Points a GM would receive for running a slot at your convention for the same amount of time volunteered.
4.1.5. Convention Layout
There are likely to be other campaigns and games at the show. Cooperate with the other campaigns. Avoid surprises by ensuring everyone knows about Organized Play’s plans if there will be a need to coordinate things like the Interactive Specials.
Ideally, table space at conventions will be adequate for player traffic movement as well as to accommodate a 6-player per table seating arrangement, but every convention is different, so tailor as needed. Try to plan lanes for players to get in and out with bags and books, and mobility aids like canes, crutches, or wheelchairs. If storage is needed, consider asking for small tables against the wall. In the event the space allocated is insufficient, try to work with convention leadership to see if additional or alternate space is available. You can also, if need be, limit the table size to a number lower than 6 players if there is not adequate space and the convention is unable to allocate you more.
4.1.6. Convention Tools
In addition to the standard VO tools, other items are helpful and can be added to an event list for conventions, such as an inexpensive printer and laptop, cough drops or throat lozenges for GMs, hand sanitizer, rubber gloves, and baby wipes, and paper towels, PPE (when necessary, or just to avoid con crud), extension cords, and outlet strips (if your convention allows you to use these or does not provide them for you). Fans may also be a consideration to assist with ventilation or temperature (if the convention will allow you to bring/use them). Some convention organizers also include bottled water to provide hydration to volunteers and/or players (in the event of need). Note that these are optional items. While most conventions cannot provide a budget for this, VOs aren't expected to invest significant personal funds either.
It may also be a good idea to have extra copies of chronicle sheets and sign-in sheets (if you do not use an electronic sheet) available at HQ in the event they are needed, and to be sure HQ knows where these are being kept. This can include having copies to display so players know what they should expect to receive.
4.1.7. Public Health
During times of public health crises (or even for con crud/flu season), conventions should keep the safety of their communities in mind. All convention planners must follow federal, state, and local health policies. In the case of policy changes, local government press releases and websites (such as those designating “opening tiers”), including the convention’s website, should include the most recent updates to their health and safety policy. All VOs and volunteers are required to adhere to the policies set forth by the convention, however, as stated below, if you feel these policies are not appropriate to keep you and your players healthy and safe, it is completely within your power to decline to participate.
Remember, if you do not feel the convention is taking appropriate measures to safeguard your health and safety, it is always within your power to decline participation in the convention. This right to decline to participate extends to all volunteers at a convention, not just VOs. VOs should make sure their volunteers are aware of this as part of the recruiting process.
4.1.8. Issues at the Convention
For issues with players, GMs, or VOs at a convention, please see the section on Crises and Problems later in this document.
If a GM cancels with short to no notice, every attempt should be made by HQ volunteers to try to seat the players awaiting that session at another session, whether it’s one occurring at the same time theirs was to occur or at another point during the convention. If this is not possible, HQ and GM HQ volunteers should work together to try to run something, either the initially scheduled scenario or some other scenario that is acceptable to those impacted.
With the player portion of the session handled, refer to your lodge’s established policies or your VC to determine how to handle the situation with the GM, which will be either exacerbated or mitigated by both the circumstances of the absence and whether the GM in question has a history of this type of action.
If a VO no-call/no-shows a volunteered time slot, the issue becomes a discussion between the VC and RVC, as appropriate action will need to be taken and vary by region and context. If the VO is not from within your footprint or region, this should be raised to your VC (within your region but not part of your lodge) or RVC (outside your region) to discuss with the other VO’s VC or RVC.
If an incident occurs where action is taken by convention staff, security, or law enforcement, be sure to document it and make the VO responsible for planning and coordinating aware of the incident so they can take appropriate action.
In the event of an issue with the facility, convention staff, or another campaign, volunteers and VOs should be encouraged to report these to the VO responsible for planning and coordinating the convention so they can discuss them with convention leadership.
Keep in mind that conventions are required to comply with anti-harassment policies if they want current and future support offered by Paizo Organized Play. Incidents of harassment are not tolerated and should immediately be reported to HQ or the OP convention organizer.
4.1.9. Reporting
Reporting is a basic duty of all VOs. Reporting in a timely fashion is critical, especially since all active campaigns are using Achievement Points on the Paizo website, and players may want to use their characters in multiple sessions during the convention. If the HQ staff is willing and can perform this function for your convention, be sure they have the means to do so and have been added as reporters at the event. If your HQ staff will not be performing this function, do your best to get the reporting addressed as quickly as you can so that player, GM, and volunteer Achievement Points are updated. Since OP has indicated the After Action Report should be submitted within a week of the convention completion, good practice would be to also have the reporting done no later than by that same time. If you need assistance completing the reporting, reach out to other VOs in your chain to enlist their assistance.
If your event is for charity and will be awarding Charity Boons, be sure to fill out the Charity Boon Recipient Form after the winners are determined.
Don’t forget to have your VC or RVC award Achievement Points to your HQ Staff (this function is only available to VCs and RVCs). If your VC is unable to commit to having this done within the same time frame as reporting, reach out to your RVC. See the Appendix on Awarding Achievement Points as an RVC for this process.
Another reporting consideration is the After-Action Report. The After-Action Report should be filed within one week of the end of the convention, per the most current revision of the Venture-Officer Agreement. Should you need additional time to file the report, it is your responsibility to reach out to the Organized Play Coordinator to explain the circumstances behind the request for additional time. Failure to file the After-Action Report (AAR) within 30 days may cause Organized Play to refuse your future support requests. Provided you file your AAR, you may be eligible to receive a $50 voucher (given out by OP quarterly) as a way to thank you for your time, effort, and any expenditure of funds for planning the convention (provided your event meets the minimum table count for event support). Venture-Lieutenants are eligible to receive one voucher per year. Venture Captains are eligible to receive two vouchers per year. At this time, filing your AAR late does not disqualify you from being voucher-eligible, but it may become a disqualifier in the future.
It may also be advisable to keep a “Key Learnings” document for yourself of things that occurred or that you learned from the beginning of the planning through the final submission of the After-Action Report. This way if you are involved with the convention again in the future, you can refer back to the document as a way to not only give a refresher of what to expect but as a way to possibly suggest improvements to the convention planners (for instance, if the volunteer sign-up process is too involved, you may be able to suggest changes or at least ask questions about it based on your past experiences).
You may also want to send a final email to the volunteer VOs and GMs, thanking them for contributing to the success of the convention, as well as letting them know when reporting has been completed.
4.1.10. Wrapping up the Convention
As part of the planning process, you may want to include asking for volunteers from the final day and time slot(s) of gaming at the convention to stick around to assist with cleaning up and gathering any equipment and supplies left in the game area. Cleaning up after your convention is a way to make sure your relationship with convention leadership stays on good terms.
4.2. Planning for a Convention Where You or Your Lodge Have Overall Responsibility for the Entire Convention
This could mean that you, as a VO, or your lodge, are responsible for the entire convention, either solo or in conjunction with other VOs/lodges, and not just for scheduling PFS/SFS sessions at the convention.
4.2.1. Planning
Planning for a convention when you are responsible for more than just planning game sessions takes on a very different dynamic. It makes you responsible, in part or on the whole, for budgeting, getting a location, working with outside sources (vendors, other gaming groups, etc.) for goods, services, volunteers, security, and more. Remember that when it comes to this type of convention you have a lot more responsibility. Keep in mind that Organized Play does not expect a VO to have a large financial output for conventions.
For purposes of this document, a full discussion on setting up and managing your own convention is not in scope, as this document is specific to Paizo Organized Play. For more information on starting or running your own convention outside the scope of Paizo Organized Play, there are several resources available online, and you can always ask your VC/RVC for any guidance they can provide.
Once you have the venue chosen and the space set aside for each group, you’ll want to pass that information on to whoever will be handling the game scheduling for PFS/SFS, unless that person is you. From this point forward, the steps in section 4.1 (above) will be followed.